Customer Service Administrative Assistant

2 days ago

San Diego, California, United States Guild Mortgage Full time

Job Summary

The Customer Service Administrative Assistant plays a vital role in the organization by performing a variety of administrative tasks related to the company's Customer Service functions. This role is responsible for providing general administrative support to the Customer Service department, including data entry, preparing standard correspondence using templates, scanning and uploading documents, processing mail, preparing check requests, and performing receptionist and other administrative duties.

Key Responsibilities

  • Use templates to respond to routine issues and correspondence.
  • Make outbound calls to customers in relation to correspondence.
  • Scan and manage all documents related to Customer Service correspondence (inbound faxes, emails, and mail).
  • Provide copies of loan documents to borrowers, loan officers, etc.
  • Distribute and process mail.
  • Update system with required basic information; e.g., address and telephone updates from Guild's website.
  • Provide responsive and courteous service to team and other departments.
  • Provide administrative support to department by processing returned mail, faxing and mailing outbound correspondence, statements, documents, etc.
  • Assist with CalHFA non-occupancy functions; prepare and send documents via certified mail, document status updates in the system, and maintain related spreadsheets.
  • Create daily activity summaries and spreadsheets.
  • Provide backup receptionist coverage as needed, including but not limited to, answering multi-line phones, scheduling meeting rooms.
  • Perform other duties as assigned.

Requirements

  • High school diploma or equivalent preferred, along with at least one year experience providing general administrative support in a back office financial services environment, preferably in mortgage loan processing.
  • Highly organized and detail oriented; ability to work in a fast-paced, deadline-driven environment required.
  • Prior experience preparing certified mail preferred.
  • Highly proficient with data entry, Microsoft Word, Excel, and Outlook.
  • Perform basic internet searches.
  • 10-key by touch preferred.
  • Prior experience using document retention software; Blitzdoc preferred.
  • Bi-lingual preferred.

Working Conditions

  • Close to moderate supervision of work product, depending on experience.
  • Low level of independent judgment and discretion used in decision-making, depending on experience.
  • Escalate more complex issues for advice and resolution.
  • Executes standard core job responsibilities with only minor variation.
  • Travel: 0%.

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